Billing entities & bank reconciliation

What it is

Billing entities are the legal companies or individuals that you invoice — your clients. Instead of scattering VAT numbers and addresses across every contact card, you create one billing entity per client (e.g. "Atlantic Records BV") and attach any number of contacts to it. When you generate an invoice for that client the legal address and tax ID are pulled from the entity, keeping historical records accurate even if the details change later.

Bank accounts are where you receive payments. You can register multiple accounts per team (or per organisation) — for example one EUR account and one USD account — and mark one as the default. Invoices pick up the default bank account automatically, but you can switch to any registered account when creating an invoice.

Statement matching is the lightweight reconciliation step: upload a PDF bank statement, receipt, or invoice document directly on a track and log the corresponding income or expense at the same time. This links the document and the financial entry without leaving the track view.

Using it

Register a billing entity (team side)

1. Go to your team settings → Tax tab (/app/teams/[teamId]/settings/tax).
2. Under "Billing entities", click Add entity.
3. Fill in legal name, entity type (individual, sole proprietor, LLC, corporation, partnership, or other), VAT/tax number, registered address, preferred currency, and default payment terms.
4. Optionally enter an invoicing email address (the accounts-payable address for that client — individual contacts can override this with their own billing email).
5. Save. The entity is now available to select when drafting invoices.

To link an entity to an existing Aden team or organisation (e.g. if the client is also on the platform), use the "Linked team" or "Linked organisation" fields.

Add a bank account

Team side: go to team settings → Tax tab, scroll to "Bank accounts". Click Add account, enter a label (e.g. "Main EUR"), IBAN, BIC, account holder name, currency, and any notes. The first account you add becomes the default automatically. You can promote any account to default with the star icon.

Organisation side: go to org settings (/org/[orgId]/settings), or use the billing page (/org/[orgId]/billing). The same form applies; the account belongs to the org rather than a team.

Attach a statement to a track (bank reconciliation)

1. Open a track and go to the Financials tab.
2. Click Add entry and choose "Upload statement".
3. Select your PDF, enter the amount, date, currency, and category (income or expense), and add a description.
4. Submit — the document is uploaded to storage and a financial entry is created in one step. Both are linked so you can always open the original document from the entry row.